District Operations Planning and Program Review Priorities: Final List Approved by the Chancellor, August 11, 2010
Note:
Performed prioritization at the Objectives level, without regard for any resources required. That ensured integration of Objectives that do not require resources, and
ensured that improvement needs drove resources rather than vice versa. Available funding will then determine how far down the Objectives list the resource requests
can be fulfilled. Partial fulfillment of a relatively large resource request is permissible, to broaden the impact of available funds while still honoring the work
of setting priorities.
Chancellor's
Approval
1
2
3
4
5
6
7
Steering Area
Comm Rec
1 HR
2 DETS
FS
DETS
4
5 FS
HR
6
DETS
7
FS
8
9
10
6.1.1
1.1.1
2.3.2
None
Purchase new press
Monthly cell phone or stipend - No
means of contacting custodial staff
during business hours.
Tech
3.1
Redesign the DCS Helpdesk.
3.1.1
Fac
HR
1.1
2.1
Establish a means for client event setup requests
Hire a full-time Risk Manager (Health and Safety)
1.1.1
2.1.2
Presidium, User Committees, DETS Ongoing
Managers
None
Salary and Benefits
Ongoing
DE
1.1
1.1
Identify District and campus level infrastructure needs - identify hardware, software, 1.1.1
technical support, and ancillary material & resources
Payroll Training - Payroll training on procedures, policies and deadlines; if
1.1.1
necessary have one-on-one training with areas that need additional training. Payroll
will provide more individual training and group training to maintain a professional
working relationship between the department, co-workers and employees.
None
Pay
DETS Managers, User Committes,
P2S
Information Costs - Printed
materials, personnel to email
interested parties, personnel to
create web-page
2.1
Disseminate Fiscal Services Information - Disseminate information via email,
printed material and the District web-site
2.1.1
11
12 HR
FS
HR
Proc
4.1
1.2
Evaluate Recruiting and Hiring
Improve Communications and Customer Service - Utilize open and businessappropriate communications to facilitate trust-building, positive working
relationships, and an improved end-user experience.
4.1.1
1.2.1
None
Customer Service Training - One
training for each staff member on
customer service.
DETS Tech
2.4
1.1
Nexus, STSS, and 2 Telco
Specialists
Training Costs - Facilities, training
materials, personnel time.
Ongoing
Acct
Upgrade curretn IP telephony system to provide for the lastest in call accounting
and emergency services
Training Opportunities - Hold annual workshops in accounting/accounts payable
processes. Specialized training by department or topic will be provided upon
request.
2.4.1
FS
DETS Tech
2.2
Review, update and/or create the District Security Policy
2.2.1
4.1
Assign Personnel - Assign personnel to collect log book data and create survey
templates in order to successfully implement all Effectiveness Measures used to
guage progress.
4.1.1
DETS Managers, CISOA Online
Community
Analysis Costs - Personnel to
college log book data, create
surveys and upload, analyze data.
Ongoing
FS
DETS Admin
2.3
Staff Development - staff must be trained to understand, work with, and accept the
structures surrounding standardization of project management processes.
2.3.1
FS
Proc
1.1
Expand Information Resources - Improve and expand self-help resources,
documentation, and trainin available to end users in order to increase consistency
in information given to end users and to encourage continuous learning for staff
and faculty.
FS
Pay
2.1
FS
Fac
2.2
14
15
16
Acct
$350,000 $0
600
$0
UnitPri AreaPri Comment
Status
1
2
1
1 Funds already identified
5 Pol Dec Lead Only
Completed
Completed
Completed - Lead has a stipend
1
Completed
2 Funds already identified
$95,000
$0
1
1
1
3 Time and effort only for year one
800
$0
1
1
1
4 Time and effort only for year one
Completed
Ongoing
Compl
6
Completed - New form implemented
Position will now be recruited and staffed
in Fiscal Services
Ongoing - funds identified from bond
monies
Three training sessions held. Continue
scheduling as needed.
Ongoing
$0
$0
2
7
Completed
One-time
$2,000
$0
1
2
4
3
Ongoing
Completed on 3/3/11
4
5 Funds already identified
In progress
$0
$0
1
4
Working on training materials with target
deadline of 3/31/11
2
6 Time and effort only for year one
In progress
$0
$0
2
2
Indicators determined. First reports
scheduled for April 2011.
None
1
7 Time and effort only for year one
With District Assembly for final review.
1.1.1
None
1
5
Completed
Newsletter by email - A monthly payroll announcement in the Fiscal Services
Newsletter.
2.1.1
Monthly letter
2
6
Announcements made through Dollars
and Sense as changes occur; i.e. FICS
and FIT/SIT tax table changes in 2011.
Identify and plan solutions for possible problems over transition period anticipated
in July 2010 when currrent facilities Supervisor retires.
Permissions Maintenance - Datatel system users must be provided proper access
to the system to be able to effectively do their jobs.
Implement structured project management
Publicize provided opportunities - system users need to be advaised of new and
updated systems so they know what is available for use
Human Resources Standard Operating Procedures Manual
2.2.1
None
4
8
Completed
1.4.1
None
4
8 Time and effort only for year one
Pending
2.1.1
1.3.1
None
None
2
2
9 Time and effort only for year one
10 Time and effort only for year one
5.1.1
Printing costs for the employee
handbook
None
None
1.1.1
Ongoing
Ongoing
19
20
21
20
22
DETS Admin
26
Yr1 Cost Yr1 Sav
18
19
24
25
Campus Training - Supplies (paper, Ongoing
refreshments) $200 per session
ongoing every 6 months, an annual
total of $800
Acct
15
23
One-time
One-time
FS
14
21
22
Res Type
Develop and implement hardware and software standards for network infrastructure 2.1.1
13
18
Yr1 Res Desc
Finalize the 2009-2010 District Staffing Plan
Four color press
Explore options for addressing staffing and equipment needs - If there is no longer
a supervisor position, then some sort of custodial support needs to be available
during business hours. This may require schedule change and/or additional parttime staff.
2.1
13
17
Res #
6.1
1.1
2.3
DETS Tech
12
16
Obj # Obj Desc
HR
Print
Fac
3
8
10
11
Unit
23
24 DETS
DETS
25
HR
26
27 FS
DETS
28
1.4
Admin
Admin
2.1
1.3
HR
5.1
Fac
Tech
2.1
3.2
Document established Facilities Operating Procedures
Establish committees to facilitate user involvement with technology and support
initiatives
2.1.1
3.2.1
Ongoing
One-time
0
$5,000
$0
$0
2
3
2
3
9
11 Time and effort only for year one
In progress
In progress
In process - draft due currently
Data in the process of being compiled
Done
Chancellor's
Approval
27
28
29
30
31
32
Steering Area Unit
Comm Rec
29 DETS DE
DETS Tech
Res Type
3.1
2.3
Identify potential services that can meet the DE constituents' needs
Establish mechanisms that will aid in the identification and prevention of abuse in
SBCCD networks and computer systems
3.1.1
2.3.1
None
Dell, Fortinet, Campus Tech
Directors, STSS
Ongoing
Yr1 Cost Yr1 Sav
UnitPri AreaPri Comment
Status
1
3
12 Time and effort only for year one
13 Time and effort only for year one
In progress
Policy and Admin Procedures crafted.
Will be discussed by DETS Executive
Comimttee on 12/10/10 and forward to
District Assembly
FS
Acct
3.1
Create Method of Submitting Suggestions - Formulate different methods of
communicating new ideas/suggestions to Fiscal Services on improving services.
One staff member will be designated as the contact person for Fiscal Services
"suggestions" correspondence to ensure proper receipt and consideration.
3.1.1
Input Costs - Personnel to set up
and monitor suggestion boxes,
survey submissions, maintain website, create materials
Ongoing
$0
$0
1
10
No planning on proceeding with this.
FS
Proc
2.1
Improve Contract Process - Seek and advocate for additional and explanded
efficiencies with developing and processing contracts at the colleges and District's
departments
2.1.2
Job Specific Training - Training for
the Project Analyst in contracts,
insurance, and community college
business services best practices.
Ongoing
$1,000
$50,000
2
11
AP 6340 revised to reinforce the
District's ability to ratify contracts under
bid threshold limit with Board delegation
of authority to Chancellor
FS
Proc
2.2
Improve Requisition Process - Seek and advocate for additional and improved
efficiencies in the processing and approval of purchase requisitions.
2.2.2
Job-Specific Training - Training for
the Purchasing Agent and the
Purchasing Technician on best
practices in purchasing, asset
management, and vendor
management.
Ongoing
$1,000
$50,000
2
12
Ongoing. Individuals have received
continued County training.
FS
Proc
2.1
Improve Contract Process - Seek and advocate for additional and explanded
efficiencies with developing and processing contracts at the colleges and District's
departments
2.1.3
Association Membership membership for the Project Analyst
to join an industry-specific
association
Ongoing
$200
$50,000
2
13
Completed
FS
Proc
2.2
Improve Requisition Process - Seek and advocate for additional and improved
efficiencies in the processing and approval of purchase requisitions.
2.2.3
Association Membership membership for the Purchasing
Agent and the Purchasing
Technician to join the California
Association of Public Procurement
Officers
Ongoing
$500
$50,000
2
14
Completed
DETS Tech
3.3
Presidium, All DCS Employees,
User Communities
MS Project Server - Implement MS
Project Server to allow more
collaboration
Ongoing
3
14 Time and effort only for year one
Pending
2.2
Create FAQs and Quick tips to better train the user to deal with minor and
frequently occuring issues
Assistive Technology - Obtain, implement, and train on assistive technologies in
support of a structured project management methodology.
3.3.1
DETS Admin
One-time
$0
$0
3
15 Time and effort only for year one
Not yet started
DETS Admin
2.2
Assistive Technology - Obtain, implement, and train on assistive technologies in
support of a structured project management methodology.
2.2.2
Project Database - Purchase a
commercial project management
software and eliminate custom
written access database.
One-time
$350
$0
3
16 Will be purchased with existing DCS
funds.
Not yet started
DETS Admin
1.1
Provide user training
1.1.2
DETS DE
5.2
Create training plan for DE staff
5.2.1
DETS Admin
1.1
Provide user training
1.1.1
Video Camera - to capture training One-time
sessions
Training Funds - Dedicated funds
Ongoing
for training of DE staff
Class Setup - Need moveable
One-time
classroom infrastructure to allow for
setting up classes in various
venues.
DETS Admin
1.2
Provide current documentation
1.2.1
FS
1.2
Communicate with clientele
1.2.1
32
33
34
35
36
2.2.1
37
36
38
37
39
40
39
41
40
42
41
43
42
43
44
45
46
47
48
49
44
45
46
47
48
49
50
51
50
52
51
Yr1 Res Desc
31
34
38
Res #
30
33
35
Obj # Obj Desc
53
Fac
Documentation Specialist - Hire a
doucment writer
None
Ongoing
$2,500
$0
1
17
Not yet started
$0
$0
3
18
Not yet started
$25,000
$0
1
19
Not yet started
$40,000
$0
3
20 Time and effort only for year one
Not yet hired
2
15
Not planning on proceeding with this
resource allocation.
Possible purchase in April 2011 -
FS
Proc
2.2
Forklift - Procure used forklift.
One-time
$10,000
$5,000
2
16
DE
DE
DE
DE
DE
DE
DE
DE
3.2
3.2
4.1
5.1
4.2
4.3
4.3
3.2
Improve Requisition Process - Seek and advocate for additional and improved
efficiencies in the processing and approval of purchase requisitions.
Integrate technology that supports DE strategic vision
Integrate technology that supports DE strategic vision
Identify training opportunities for DE Faculty and Staff
Identify training areas related to DE
Professional development plan for DE faculty & staff
Develop web-based training modules
Develop web-based training modules
Integrate technology that supports DE strategic vision
2.2.4
DETS
DETS
DETS
DETS
DETS
DETS
DETS
DETS
3.2.2
3.2.3
4.1.1
5.1.1
4.2.1
4.3.1
4.3.2
3.2.1
Hardware
Software
None
None
None
Software
Hardware
Staffing - Staffing to support
expanded DE services at District
and college levels
Ongoing
Ongoing
$0
$0
$0
$0
One-time
One-time
Ongoing
$0
$0
$0
$0
$0
$0
2
2
1
2
1
1
1
2
21
22
23
24
25
26
27
28
DETS DE
1.2
Integrate online student services into DE and traditional courses
1.2.1
Hardware - District wide solutions
Ongoing
that may be used by campus faculty
& staff in support of online student
services
$0
$0
2
29 Time and effort only for year one
Time and effort only for year one
Time and effort only for year one
Time and effort only for year one
Time and effort only for year one
Time and effort only for year one
Time and effort only for year one
Time and effort only for year one
Time and effort only for year one
Pending
Pending
Pending
Pending
Pending
Software purchased
Hardware purchased
Not yet started
Not yet started
Chancellor's
Approval
52
53
54
55
56
57
58
59
60
Steering Area Unit
Comm Rec
DETS DE
Obj # Obj Desc
Res #
Yr1 Res Desc
1.2
Integrate online student services into DE and traditional courses
1.2.2
Software - District wide solutions
Ongoing
that may be used by campus faculty
& staff in support of online student
services
$0
$0
2
30 Time and effort only for year one
Not yet started
DETS DE
2.1
Develop a staffing matrix
2.1.1
Recruiting & hiring of DE Staff based on staffing matrix, funds to
hire additional DE staff to support
our services
$0
$0
1
31 Time and effort only for year one
in Progress
FS
Fac
2.3
Explore options for addressing staffing and equipment needs - If there is no longer
a supervisor position, then some sort of custodial support needs to be available
during business hours. This may require schedule change and/or additional parttime staff.
2.3.3
Obtain new courier van- Will need to One-time
replace current vehicle over the next
two years.
25,000
$1,500
5
17
Current equipment still functioning possible purchase in april 2011
FS
Proc
2.1
Improve Contract Process - Seek and advocate for additional and explanded
efficiencies with developing and processing contracts at the colleges and District's
departments
2.1.1
Clerical Assistant I - A Clerical
Ongoing
Assistant I position at 19 hourse per
week will assist the Business
Services and Purchasing
Department with appropriate duties.
$17,050
$25,000
2
18
Using student workers - no cost to
district
FS
Proc
2.2
Improve Requisition Process - Seek and advocate for additional and improved
efficiencies in the processing and approval of purchase requisitions.
2.2.1
Ongoing
$17,500
$25,000
2
19
Using student workers - no cost to
district
58
59 DETS Print
FS
Fac
Storekeeper I - A Storekeeper I at
19 hours per week will re-staff an
essential position for on-time
deliveries and SBVC warehouse
staffing needs.
2.1
2.3
2.1.1
2.3.1
None
Obtain additional part-time
custodian - Additional custodial
support during business hours
Ongoing
16,800
$3,000
2
5
32 Time and effort only for year one
20
Not yet started
Not planning on proceeding with this
resource allocation.
60
61 DETS Tech
HR
HR
Review and revise internal procedures
Explore options for addressing staffing and equipment needs - If there is no longer
a supervisor position, then some sort of custodial support needs to be available
during business hours. This may require schedule change and/or additional parttime staff.
1.1
1.1
Standardize on wireless configuration across district and colleges
Change name to "Diversity and Human Resources"
1.1.1
1.1.1
None
Title V Compliance
One-time
$0
$0
1
1
33 Time and effort only for year one
In progress
1 Title V Consistency, recommendation by Not implemented
CCCCO. Disposition: Resubmit in next
cycle after Staffing Plan and Diversity
Plan are completed.
3.1
Remodel Human Resources Office Space
3.1.1
Remodel HR Office Space - To
provide better customer service to
clientele
One-time
$45,000
$0
1
54
55
56
Ongoing
Yr1 Cost Yr1 Sav
UnitPri AreaPri Comment
Status
57
9
HR
61
Res Type
17
HR
5 Costs of components of remodel are
itemized in Actions ($2000 for keypad,
safety). Disposition: Resubmit in next
cycle with full justification, plan, and
budget.
Postponed due to budgetary issues